Web-Based Event Management System
- Client
- California
- RFP Number
- SW-120690
- Posted
- 10/14/2026
- Category
- Software, System and Application
- Budget
- Looking for Proposals
- NAICS
- —
- Set-aside
- —
- Contact
- —
Description
AI GeneratedThe buyer requires a vendor to provide a web-based event management system solution to manage professional conference events and registrations effectively. The requested scope includes website publishing and management with custom branding, event management tools, customizable registration forms, mobile-friendly interfaces with cross-platform digital schedules, and third-party integrations such as Boomset. Only onshore USA organizations are eligible to bid, and the work will be performed offsite. Vendors can submit proposals digitally via email or online, though the provided text does not state an explicit submission deadline. All questions must be submitted no later than October 20, 2026. The buyer is looking for proposals to determine the budget, while the source text does not state the contract term, evaluation criteria, or specific application requirements.
Key solicitation details
AI-extracted from RFP26-02EVENTMANAGEMENTSYSTEM.pdf. Confirm against the original documents before bidding.
The Orange County Superintendent of Schools is seeking proposals from qualified vendors to provide a web-based Event Management System solution to manage its professional conference events. The scope includes software licensing, annual maintenance and support, and professional services for implementation. Qualified firms must maintain their principal place of business and data centers within the continental United States.
- Issued by
- Orange County Superintendent of Schools
- Date Published
- October 6, 2026
- Deadline for Clarification
- October 20, 2026 11:00:00 a.m. PST
- Proposals Due
- November 3, 2026 at 2:00:00 P.M. PST
- Award of Contract(s)
- November/December 2026
- How to submit
- Sealed hard copy by mail
- Submission details
- Submit five (5) bound copies and one (1) unbound copy in a sealed envelope or package to Kristin Lange, Purchasing & Contracts Manager, 200 Kalmus Drive, Building A, Costa Mesa, California 92626. No facsimiles or emailed proposals will be accepted.
- Contract term
- Initial term of one (1), three (3), or five (5) years, with total term not to exceed five (5) years.
- Place of performance
- Offsite; data centers and principal place of business must be in the continental United States.
- Insurance and bonding
- Workers' Compensation statutory requirements; deductibles over $25,000.00 require Superintendent approval; primary insurance coverage placed with California admitted insurers with A.M. Best rating no less than A- VII; waiver of subrogation required.
- Funding
- 2 CFR 200, EDGAR, Buy America Act
How proposals are evaluated
| Features and Functionality | |
| Quality and Flexibility | |
| General impressions of vendor | |
| Implementation and Support | |
| Reference Checks | |
| Cost |
Scope of work
- Event Management System solution for professional conference events
- Software licensing for the proposed system solution
- Annual maintenance and support services
- Professional services for implementation and configuration
- Website publishing and content management features
- Registration management and attendee profile tracking
- Mobile-friendly interface and digital event schedule
- Third-party platform integrations including payment and check-in systems
Minimum qualifications
- Minimum five (5) years of experience providing similar services
- Maintain principal place of business within the continental United States
- Data centers physically housed and operated within the continental United States
- Compliant with California Business License requirements if applicable
- Compliance with California Education Code Section 45125.1 fingerprinting requirements
Documents to include with the bid
- Completed Attachment A - Information Required of Proposer
- Completed Appendix A - Functional Requirements Checklist
- Price Sheet
- Addendum Acknowledgement Form
- Completed Non-Collusive Declaration form
- Completed Drug-Free Workplace Certification
- Completed Equal Opportunity Certification
- Completed Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
- Education Department of General Administration Regulation (EDGAR) compliance form
- Completed Iran Contracting Act Certification and Ukraine-Russia Contracting Certification
Verify important details
Document checkConfirm submission instructions and amendments with the issuing agency before responding.
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